New Features, Fixes, and Enhancements

This release includes the following enhancements:

Reference Ledger (US Only)

US practices now have access to a new Reference Ledger, which organizes patient account activity by Reference Date. By grouping charges, payments, discounts, write-offs, and refunds according to the treatment or visit they relate to, the Reference Ledger provides a clearer view of patient balances and makes it easier to track how accounts have been reconciled over time.

The Reference Ledger (Patient tab > Financials > Reference Ledger) includes one row per Reference Date and Accounting Location and displays the amount charged, how much has been distributed/applied, and the amount that is still outstanding. The list is in descending order by Reference Date (i.e., most recent listed first).

Note: 
-- For multi-location practices, activity is split by date and Accounting Location. A payment taken at one location and applied to a charge at another appears under the charge’s location.
-- The Reference Ledger is separate from the standard Patient Ledger, which remains unchanged. 
-- The Reference Ledger is read-only. Distribution and Reference Date changes can be made from the standard Patient Ledger.

The key date types within Sensei Cloud include:

• Reference Date =  The primary date used by the Reference Ledger to group financial activity related to a treatment or visit.
• Service/Acceptance Date = The date a service was rendered, or a payment was accepted, or the associated date specified when posting an adjustment. This date can be changed only by removing and re-adding the transaction.
• Transaction Date = The date the transaction was entered into Sensei Cloud. This date can never be changed.
• Distribution Date = The date a payment or other credit (e.g., discount, write-off, or miscellaneous credit) was applied to a provider or service. 

Note: Reference Date rows are color coded, allowing you to see if the treatment / visit is fully reconciled at a glance. 
-- Red means that the transactions associated with the date are completely uncovered / unpaid for (there are no payments or credits applied).
-- Green means the balance has been fully reconciled; the transactions associated with the date are completely covered / paid for (debits are offset by credits).
-- Yellow/amber means that the balance has been partially applied or paid. Any unapplied amount from a credit on a date also counts against that date’s balance, so a row can show a credit (negative) balance.

Additionally, how the Reference Date is set varies based on the transaction type: 

• Procedure-based charges use the procedure's date of service. 
  Note: Users will be able to manually assign a Reference Date for procedure-based charges that deviate from the Service Date, when applicable, in a future update of Sensei Cloud.
• Payments, discounts and write-offs appear under the date of the charges they are applied to.
  Note: A payment split across two visits appears under both, and any amount not yet applied appears under the date it was received (i.e., the payment acceptance date).
• Fees and other non-procedure charges use their own service date unless a different Reference Date is set. 
• Refunds are treated like a charge and use their own service date unless a different Reference Date is set. They do not follow the payment that they refunded.

Click on a Reference Date to view all of the transactions that are attributed to that date. 

Each transaction displays its full original amount and the portion that landed on this Reference Date, whether through payment distribution, an associated fallback date (i.e., Acceptance Date), or manually assigned Reference Date.

Tip: Click the blue arrow icon under the Actions column to jump to the transaction within the regular Patient Ledger. For example, you can use this to navigate to a payment transaction that you want to distribute to a provider or services. 

When a payment is applied, the applied part moves to the charge's date automatically. A Reference Date set on a payment only affects the part that is still unapplied.

Note: Under Filter Transactions, select Show Audit View to display all posted transactions, including corrected or removed transactions (and their correcting, offsetting adjustments).

You can manually set or change the Reference Date on payments, adjustments and non-procedure charges from the Patient Ledger (using the Update Entry or Correct Information options).

A Reference Date cannot be set in the future. Clearing the Reference Date field returns the transaction to its default date.

Note: There is no need for a conversion of existing data. Existing transactions and distribution activity are  automatically grouped by Reference Date.

See How to View a Patient Reference Ledger for more information.

External Claim Support for Bulk Insurance Payments (US Only)

You can now post payments and write-offs for insurance claims created outside of Sensei Cloud when processing Bulk Insurance Payments. Simply select the External Claim option when adding a patient payment or adjustment and enter any relevant claim reference information.

This feature enables migrating offices to handle external claims while posting remittance advice in bulk insurance payments.

To post a claim payment (as part of a bulk insurance payment) for an external claim:

1. From the Location tab, select To Do > Bulk Insurance Payments. 
2. Add a new bulk payment following the usual process (How to Enter Bulk Insurance Payments), and then click Add Patient Payment / Adjustment. When the patient does not have existing claims for the Payer, a message is displayed asking if you want to proceed. 
3. If prompted, click Proceed Anyway. 
4. Select External Claim. A message is displayed, prompting you to confirm if you want to proceed with posting an insurance payment against a claim that was not created in Sensei Cloud.
5. Click Yes, Proceed.
6. Fill out the External Claim Information, accounting location, acceptance date, amount, any payment comments you would like to appear on the resulting transactions.
   Note: 
   -- You can use the External Claim Information field to enter clarifying comments such as date of service or a Claim ID.
   -- Associated write-offs can also be posted, as applicable. 
7. Click Create Payment.

Defects and Small Enhancements

24 defects and small enhancements were addressed, including:

• An issue in which an additional imaging repository could be created for a patient when launching imaging from Sensei Cloud has been resolved.
• You can now select the appropriate Box 17 qualifier on medical claims — DK (Ordering), DN (Referring) or DQ (Supervising) — along with the referring provider. US Only
• An issue where completing a bulk insurance payment could under certain conditions post each patient's payment twice has been resolved. US Only
• An issue where Print and Export Current View on the Accounts Receivable report ignored the chosen on-screen sort order has been resolved.
• An issue where the Clinical Chart (EMR) was slow to open for US offices with ePrescriptions enabled when the eRx service was failing has been resolved. US Only
• An issue where resizing an appointment from its top edge behaved erratically and did not hold has been resolved.
• An issue where printing a previously edited clinical note showed the original text instead of the latest edit has been resolved. 
• An issue where a header image/logo placed flush in the correspondence editor printed with an unexpected margin around it has been resolved.
• An issue where copying a Yes/No question in the Question Library failed with an error has been resolved. 
• Added CPT codes 15853 and 15854 (removal of sutures/staples not requiring anesthesia) to the code set. US Only
• Added CPT code 69716 (osseointegrated skull implant with magnetic attachment to an external speech processor) to the code set. US Only
• An issue where an NHS complex care pathway (CCP) plan could be deleted even after its claim had been sent has been resolved. UK Only
• Various inconsistencies have been resolved where a referral could show a different status or direction across the patient record, referral lists and the Referral Activity report, and where Referral Activity totals did not reconcile with their detail rows.